More Work Than You Can Handle?

Written by LiveLink
May 15th 2025

More Work Than You Can Handle (But Can’t Afford Employees)?

I bet you’ve found yourself staring at a to-do list that seems to magically grow overnight, wondering how on earth you’re meant to keep up with it all. You have haven’t you? We’ve all been there.

That messy time of growing a business when you need help, but the thought of employing someone is terrifying and expensive in equal measures.

In those early stages, it’s all you. You’re the marketer, the admin, the customer service team, the bookkeeper, the social media manager, the product developer… and maybe, if there’s any time left over, the CEO. When growing a business, your MAIN role should be the CEO.

So what do you do?

The Classic Small Business Catch-22

You’ve got more enquiries. More customers. More projects. More demand. That’s great, right?

Yes and no.

Because with more business comes more work. And for a lot of small business owners, that growth hits a point where it starts to feel unmanageable. You can’t keep up with everything, but you also can’t afford to hire a member of staff. So, you end up stuck in a frustrating in-between: too busy to cope, but too stretched to grow.

That’s the small business catch-22.

It’s a tricky place to be. And if you stay there too long, it can start to take a serious toll. On your business and your health. And life can implode.

The Hidden Cost of Doing It All Yourself

Let’s start with you.

When you’re the person doing everything, there’s often a very real risk of burnout. You’re working evenings and weekends, skipping holidays, and constantly feeling behind. That low-level stress becomes your normal. And when you live in that headspace for too long, it affects your creativity, your decision-making, and your general well-being.

Plus, your business starts to suffer in ways that are harder to spot at first. Like:

• Customer service slows down – You don’t reply to emails as quickly, or follow up when you should.

• Marketing slips – You post less consistently, your email list goes cold, and you stop putting yourself out there.

• Opportunities are missed – You don’t have time to say yes to growth opportunities

• Quality dips – Because you’re rushing through everything just to keep up. And then your reputation takes a hit.

• You cap your growth – You simply cannot take on more without falling apart, so you plateau.

It’s easy to think this is just how small business life has to be. But it isn’t.

Why Hiring Staff Isn’t Always the Answer

The obvious solution seems to be to hire someone. But for most small businesses, especially in those early growth stages, hiring a full-time employee isn’t realistic. The additional costs aside from the headline salary can be substantial. Many business owners forget this. Or just don’t realise. That £25k per annum employee is more like £30k in reality. And if they’re unwell it can be substantially higher.

There’s the cost, of course—salaries, tax, pensions, software licenses, equipment, training time… not to mention the pressure of being responsible for someone else’s income. That’s a big leap, and it’s one that can feel out of reach.

And if you don’t have enough consistent work for a full-timer, or if your needs vary from week to week, you might find you’re paying for time you don’t actually use.

So what’s the alternative?

The Power of Outsourcing

Outsourcing used to be something only big companies did. But now, thanks to the internet and a massive rise in remote working, small businesses can tap into flexible, affordable support too—without needing to commit to a full-time hire.

Enter: Virtual Assistants.

A virtual assistant (VA) is a freelance professional who can take over the kinds of tasks that are chewing up your time, such as:

• Email inbox and diary management

• Manage projects (Online Business Manager)

• Customer enquiries and admin

• Steamline your processes

• Social media scheduling and engagement

• Managing sales campaigns

• Updating your website or online shop

• Processing orders or bookings

• Chasing invoices

• Research and data entry

• And loads more

You only pay for the hours or packages you need, and you don’t have to worry about payroll, pensions, or office space. It’s help on your terms—and it can be a game-changer. And don’t forget, the VA will be an expert in their field (they are NOT cheap labour). As such, they will be a huge support to grow your business and will be there to make suggestions on how the business can run better.

What a VA Can Actually Do For Your Business

Let’s be honest. Most business owners don’t start their company because they’re passionate about admin or inboxes. They start because they’re good at something. Whether you’re a therapist, designer, copywriter, osteopath, dog groomer or cake-maker, your time is best spent doing what you do best.

A VA lets you focus on that.

By taking the routine, repetitive or fiddly tasks off your plate, a VA gives you back the breathing room to:

✅ Deliver brilliant service
✅ Develop new products or services
✅ Follow up leads properly
✅ Plan and execute consistent marketing
✅ Rest and recharge
✅ Actually enjoy running your business again

It’s not just about being more productive—it’s about creating the headspace to think like a business owner, not just a frazzled task-juggler.

“But I Don’t Have Time to Train Someone…”

This is one of the most common worries people have about outsourcing—and it’s totally valid. When you’re already overwhelmed, the thought of onboarding someone can feel like another thing on your to-do list.

But here’s the truth: a good VA is used to jumping into businesses just like yours.

They’ll ask the right questions, figure out your systems quickly, and can often suggest ways to make your processes better than they are now. Many VAs have worked across dozens of businesses and bring a wealth of knowledge you can tap into.

And the time you do spend getting them up to speed? It’s an investment. Because once they’re in place, every hour you free up becomes an opportunity to grow, breathe, plan, or just get some flipping sleep.

What Happens If You Don’t Get Help?

Let’s say you keep going as you are.

You keep saying, “I’ll hire someone when I’m earning more,” or “I’ll outsource once I’ve got through this busy patch.” But the busy patch never ends, because you’re stuck in survival mode. You don’t have the capacity to grow, so your revenue plateaus, and you stay stuck in that cycle of “not enough time, not enough money.”

Meanwhile, your mental health may start to take a hit. You feel guilty for dropping balls. You snap at loved ones. You start questioning whether you’re even cut out for this.

Eventually, you burn out—or your business stagnates. Or both.

This isn’t about being dramatic. It’s about being honest. Because this pattern is painfully common in small business life, and the sooner you break it, the better.

Getting Started

You don’t have to go all-in straight away. If the idea of handing over parts of your business feels scary, start small.

Here’s how:

1. List the tasks you hate, the tasks you put off, and the tasks you don’t need to do yourself. That’s your outsourcing starter list.

2. Pick one or two things to trial handing over. Inbox management? Social media scheduling? Appointment reminders?

3. Find a VA who specialises in small businesses like yours. Look for someone who “gets” your world and works flexibly.

4. Start with a few hours a week and build from there. Many VAs offer retainer packages or one-off bundles to suit all budgets.

Think of it like hiring a cleaner: you could clean your house yourself, sure—but having someone else do it means you can spend that time doing something more valuable (or restful).

You Don’t Have To Do It All

We live in a culture that idolises the hustle. But the truth is, growth doesn’t always mean working harder—it often means getting smarter about where your time and energy go.

You didn’t start your business to spend your days stuck in a stress spiral of admin and unfinished jobs. You started it because you had something valuable to offer the world.

So if you’re overwhelmed, overworked and under-supported, know this: help is out there. And getting support—especially in the form of a brilliant virtual assistant—might just be the smartest business decision you make this year.